8.7 Documenting the Search

All searches must be documented to ensure compliance with Missouri State University policy and the U.S. Department of Labor records retention requirements. Careful completion and retention of these files by the hiring unit provides protection in two ways:

1. The files provide documentation of "good faith" recruiting procedures;
2. Should it be necessary; the files also provide an official record for use in investigating complaints of discrimination in the selection process.

The hiring unit is required to retain the resumes/curricula vitae and all search documents for all applicants for a period of two years following the closure of the search. Search committee members should turn over all notes and files they have to the search committee chair at the end of the search. The hiring unit is responsible for maintaining the search file. In some cases the search file may be stored by the college or administrative unit, particularly for high level searches.

The electronic applications, resumes/curricula vitae, and other documents uploaded by applicants are stored on the central server; therefore, hiring units need not keep paper copies of the resumes unless the Department Approver and/or Executive Approver requires that they do so. Any materials sent by applicants directly to the hiring unit (e.g. writing samples, portfolios, etc.) should be maintained by the hiring unit in a secure location.